Phone etiquette is important for effective business communications. Some tips include answering within 2 rings with a friendly greeting, asking for the caller's name, speaking clearly at a moderate volume, asking permission before putting a caller on hold and thanking them after, directly transferring calls without using an operator, and ensuring all messages include the caller's name, time of call, topic, and best number to return to. Proper phone etiquette creates a good impression and fully addresses callers' needs.

1. Phone Etiquette
Part of doing business means doing business over the phone.
Because the phone is such an important instrument in our daily
business, below you are some helpful hints, and proven phone
techniques, that will help to make your phone conversations more
effective.
Create a Good First Impression
• Try to answer the phone on the second ring. Answering a
phone too fast can catch the caller off guard and waiting too
long can make the caller angry.
• Answer with a friendly greeting. (Example — "Good Afternoon,
IMT Customer Service, Sherrie speaking, how may I help you").
• Smile — it shows, even through the phone lines
• Ask the caller for their name, even if their name is not
necessary for the call. This shows you have taken an interest in
them. Make sure that if you ask for their name, that you use it.
• Speak clearly and slowly. Never talk with anything in your
mouth. This includes gum.
• Lower your voice if you normally speak loud
• Keep the phone two-finger widths away from your mouth
Putting Callers on Hold
When putting a caller on hold, always ask permission. If they ask
why, provide them with the answer.

2. Examples:
"Would you mind holding while I get your file?"
"Can you hold briefly while I see if Mr. Jones is available?"
When taking a caller off of hold, always thank them for holding.
Transferring a Caller
1. If the caller needs to speak to another person or department,
please transfer the caller directly to the desired person's
extension, not to the operator. This will save the caller having to
explain his/her requests another time, and it will cut the number
of times the caller needs to be transferred.
2. When transferring a caller, tell them who you are transferring
them to, and announce the caller to the person you are
transferring them to.
Taking Phone Messages
When taking a phone message for someone, always be sure to
include the following information:
• Caller's name and company name if applicable
• Time and date of call
• What the call is regarding
• If the caller wants a return phone call, and if so,
• Obtain a phone number that is best to return the call to

3. Last Impressions
• Before hanging up, be sure that you have answered all the
caller's questions
• Always end with a pleasantry: "Have a nice day" or "It was nice
speaking with you"
• Let the caller hang up first. This shows the caller that you
weren't in a hurry to get off the phone with them